Messages (Basic): Send Manually or Automatically

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TaxDome’s Chat feature allows you to securely communicate with your clients in real-time. Use it to schedule appointments or ask clients for additional information. Plus, it lets you set up reminders, attach files, add tasks for clients, and more, all in one place.

Covered here:

Chats (Messages), Explained

Our Chat feature allows you to create threads where you can securely communicate with clients and team members in real-time. The threads are neatly organized within each client account profile, and you’ll always be able to see how many messages remain unread. 

All about our  Chat (Messages) feature:

  • Chats are created by team members or clients. 
  • Chats are a secure place to ask questions, request files, or assign tasks to clients.
  • You can get a team member’s attention by mentioning them in a message using the @ symbol followed by their name.
  • Clients receive a notification that a question is pending, and they answer directly in the chat thread. 
  • When clients or team members respond to a message, create a new chat, make changes to client tasks, or upload/attach a document to a thread, you receive an email and a notification in your Inbox+. If the Messages tab is open on your device, the chats list is updated in real-time.
  • When you add tasks for a client, they show up in a convenient to-do list with checkboxes.
  • You can track the progress of a client’s tasks on a separate page.
  • You can set up automatic reminders for a pending message when a client doesn’t reply.
  • Once you have all you need from a client in a chat thread, you can archive it to avoid clutter.
  • To speed things up, message templates are used to send identical messages to different clients.
  • You can communicate with your clients on the go by using TaxDome mobile app

Creating New Chats

A chat thread can be created by a firm owner or any team member assigned to the account or with view all accounts access rights.

tip

Note! You can’t send a message to a client who is offline; clients need to have an active TaxDome account, a login, and portal access to use the Chat feature.

There are three different ways to send a message: 

Start a Chat With One Client

To send a message to a client, click the  + NEW button in the left sidebar menu, select Chat from the slide-out, then write the note. You can also click the New Chat button from the Messages section of the account's profile.

That’s it! Click the Create Chat button. The client automatically receives an email notification about the new message.

Below, learn more about the numbered items on this page:

1. To: The name of the person the message is for. 

2. Template: Select a template for frequently used communications. For more details about templates, go here. You can select a template only when creating a new message, not when responding to one.

3. Subject: Place your subject line here, and it will be displayed in the Chat list. When you use a message template, it is automatically filled in.

4. Message: Compose your message here. You can use text formatting, emoji, bullets, numbered lists, and also insert links. When using a message template, it is automatically filled in. You can also get a team member’s attention about a message by using the @ symbol followed by their name here.

5. Reminders: Select Enabled if you want a reminder email to go out to the client when they don’t respond within a certain time frame. For more details about this, see below.

6. Documents: Attach files from your desktop or TaxDome. For more details, see below.

7. Tasks: Add checklists for your clients. For more details about this, go here.

8. Create Chat: Hit the button to send your message to the client. Otherwise, click Back.

Send a Message to Several Clients

If you need to send the same message to multiple clients, use our bulk-messaging feature:

Go to Clients from the left sidebar menu, select the checkboxes next to the clients you want to send the message to, click on More actions in the top menu bar, then click Send Message in the pull-down. Select a message template or write a title for the message (optional), add your text, then click Create Chats

You can add documents and/or tasks to the message threads later.

Auto-send a Message to Clients


By using Automations, you can set things up so that a message is automatically sent when a job moves to a new stage in a pipeline. First, you’ll need to create the message template. To learn how, go to here. Once you have the template, follow these steps:

1. Go to Settings from the left sidebar menu, select Pipelines, then click on the pipeline name or the CREATE PIPELINE button.

2. In the Stages section, select the stage you want to add the automation to, click + Add automation on the far right, then select Send Message in the pull-down menu.

3. Select the message template for the automation. Decide whether you want to enable Reminders; if you do, the client will get a reminder when they don’t respond to the message within a certain time frame. For more details about setting up reminders, see below.

4. Click SAVE to keep your changes. Once the automation is added, you’ll see it by going to the pipeline page and clicking the automation icon above the stage. 

Once a job in the pipeline is moved to a new stage with a Send Message automation, a notification with the automation is displayed. If you don’t want an automatic message to be sent, deselect the automation, then click MOVE.

Setting Up Reminders

While creating a chat—or while setting up a Send Message automation in a pipeline—enable the Reminders if you want an email to go out to the client when they don’t respond within a certain time frame. 

Here’s how to configure Reminders:

  • Inactivity Threshold, Days: Remind the client about a message when they haven’t responded within x number of days. By default, a reminder goes out to the client three days after the last message in a thread was sent. Change this to whatever you prefer. 
  • Limit to: Send up to number of reminders. By default, one reminder email is sent, but you can also change this to whatever you prefer.
  • The Reminders option can be enabled or disabled at any time by going to the chat thread. Reminders are always for the last message in a thread.

At the top of the Reminders section, you’ll see how many reminders about a message went out.

Reminders stop when...

  • ...the client has not responded to the message and the set number of reminders has been sent.
  • ...the client has responded to the last message in the thread. 
  • ...all client tasks in the thread are checked off as completed.
  • ...you archived the chat thread.
  • ...you disabled the Reminders option.
tip

Note! If you archive a chat thread but then reopen it, the Reminders option is enabled as if the message is new.

Attaching Files Inside Chats

A firm owner or any team member with access rights to manage documents can attach files to chat threads. When you create a chat or even afterward, you can attach files either from your desktop or from a top-level folder with a Client can view or a Client can view and edit access level.

Click the Attach documents link, then select your preference: 

  • Attaching files from TaxDome: Select From TaxDome, then click the folder and choose the documents you want to attach, either from a top-level folder with a Client can view or a Client can view and edit access level (you cannot attach a file from a top-level folder with a Private access level).
  • Uploading files from your computer: Select From My Computer, then click ADD DOCUMENTS and locate the files you want to upload from your desktop. For more details, go here
  • Uploading folders: Select From My Computer, click ADD FOLDER, then choose the folder. For more details about folders, go here
  • Uploading zip files: Select From My Computer, click ADD DOCUMENTS, then locate the zip you want to upload. It will automatically unpack. For more details, go here.

Files uploaded to chats are saved to the default client’s folder (e.g., Client Uploaded Documents).

When a client or other team member uploads a document, you get a notification in Inbox+ and also inside the chat thread. And if you have the thread open on your device, you see it happen in real time.

Adding Client Tasks Inside Chats

To learn about adding Tasks, go here

What Clients See When You Send Messages

A client views and responds to a chat thread you’ve sent them by clicking the notification on their dashboard, clicking the link in the email notification, or going to the Messages section of their portal. Client tasks are also displayed inside notifications.

If you’d like to see TaxDome from the client’s side, access a read-only view of their portal.

Responding to Client Messages

This section was moved. See here.

Seeing All Chats for One Account   

This section was moved. See here.

Seeing Which Chats Have Been Received and/or Read

This section was moved. See here.

Archiving and Reopening Chat Threads

This section was moved. See here.

Deleting Chat Threads

This section was moved. See here.

How to Link and Automove Messages in Jobs

This section was moved. See here.

pro

This page applies to TaxDome Lite pricing plan only. Please switch the tab above to see TaxDome Pro related content.

TaxDome’s Chat feature allows you to securely communicate with your clients in real-time. Use it to ask clients for additional information. Plus, it lets you set up reminders, attach files, and more, all in one place.

Covered here:

Chats (Messages), Explained

Our Chat feature allows you to create threads where you can securely communicate with clients and team members in real-time. The threads are neatly organized within each client account profile, and you’ll always be able to see how many messages remain unread. 

All about our  Chat (Messages) feature:

  • Chats are created by firm owner or clients. 
  • Chats are a secure place to ask questions or request files from clients.
  • Clients receive a notification that a question is pending, and they answer directly in the chat thread. 
  • When clients respond to a message, create a new chat, make changes to client tasks, or upload/attach a document to a thread, you receive an email and a notification in your Inbox+. If the Messages tab is open on your device, the chats list is updated in real-time.
  • You can set up automatic reminders for a pending message when a client doesn’t reply.
  • Once you have all you need from a client in a chat thread, you can archive it to avoid clutter.
  • To speed things up, message templates are used to send identical messages to different clients.

Creating New Chats

A chat thread can be created by a firm owner or any team member assigned to the account or with view all accounts access rights.

tip

Note! You can’t send a message to a client who is offline; clients need to have an active TaxDome account, a login, and portal access to use the Chat feature.

There are two different ways to send a message: 

Start a Chat With One Client

To send a message to a client, click the  + NEW button in the left sidebar menu, select Chat from the slide-out, then write the note. You can also click the New Chat button from the Messages section of the account's profile.

That’s it! Click the Create Chat button. The client automatically receives an email notification about the new message.

Below, learn more about the numbered items on this page:

1. To: The name of the person the message is for. 

2. Template: Select a template for frequently used communications. For more details about templates, go here. You can select a template only when creating a new message, not when responding to one.

3. Subject: Place your subject line here, and it will be displayed in the Chat list. When you use a message template, it is automatically filled in.

4. Message: Compose your message here. You can use text formatting, emoji, bullets, numbered lists, and also insert links. When using a message template, it is automatically filled in.

5. Reminders: Select Enabled if you want a reminder email to go out to the client when they don’t respond within a certain time frame. For more details about this, see below.

6. Documents: Attach files from your desktop or TaxDome. For more details, see below.

7. Create Chat: Hit the button to send your message to the client. Otherwise, click Back.

Send a Message to Several Clients

If you need to send the same message to multiple clients, use our bulk-messaging feature:

Go to Clients from the left sidebar menu, select the checkboxes next to the clients you want to send the message to, click on More actions in the top menu bar, then click Send Message in the pull-down. Select a message template or write a title for the message (optional), add your text, then click Create Chats

You can add documents to the message threads later.

Setting Up Reminders

While creating a chat, enable the Reminders if you want an email to go out to the client when they don’t respond within a certain time frame. 

Here’s how to configure Reminders:

  • Inactivity Threshold, Days: Remind the client about a message when they haven’t responded within x number of days. By default, a reminder goes out to the client three days after the last message in a thread was sent. Change this to whatever you prefer. 
  • Limit to: Send up to number of reminders. By default, one reminder email is sent, but you can also change this to whatever you prefer.
  • The Reminders option can be enabled or disabled at any time by going to the chat thread. Reminders are always for the last message in a thread.

At the top of the Reminders section, you’ll see how many reminders about a message went out.

Reminders stop when...

  • ...the client has not responded to the message and the set number of reminders has been sent.
  • ...the client has responded to the last message in the thread. 
  • ...you archived the chat thread.
  • ...you disabled the Reminders option.
tip

Note! If you archive a chat thread but then reopen it, the Reminders option is enabled as if the message is new.

Attaching Files Inside Chats

A firm owner can attach files to chat threads. When you create a chat or even afterward, you can attach files either from your desktop or from a top-level folder with a  Client can view or a Client can view and edit access level.

Click the Attach documents link, then select your preference: 

  • Attaching files from TaxDome: Select From TaxDome, then click the folder and choose the documents you want to attach, either from a top-level folder with a Client can view or a Client can view and edit access level (you cannot attach a file from a top-level folder with a Private access level).
  • Uploading files from your computer: Select From My Computer, then click ADD DOCUMENTS and locate the files you want to upload from your desktop. For more details, go here
  • Uploading folders: Select From My Computer, click ADD FOLDER, then choose the folder. For more details about folders, go here
  • Uploading zip files: Select From My Computer, click ADD DOCUMENTS, then locate the zip you want to upload. It will automatically unpack. For more details, go here.

Files uploaded to chats are saved to a top-level folder with a Client can view access level, so you need to have at least one of those.

When a client or other team member uploads a document, you get a notification in Inbox+ and also inside the chat thread. And if you have the thread open on your device, you see it happen in real time.

What Clients See When You Send Messages

A client views and responds to a chat thread you’ve sent them by clicking the notification on their dashboard, clicking the link in the email notification, or going to the Messages section of their portal. Client tasks are also displayed inside notifications.

If you’d like to see TaxDome from the client’s side, access a read-only view of their portal.

Responding to Client Messages

This section was moved. See here.

Seeing All Chats for One Account   

This section was moved. See here.

Seeing Which Chats Have Been Received and/or Read

This section was moved. See here.

Archiving and Reopening Chat Threads

This section was moved. See here.

Deleting Chat Threads

This section was moved. See here.

tip

Tip! Check out TaxDome Academy for comprehensive courses about our system.

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